Sr. Administrative Assistant, Faculty Support and Academic Appointments

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Reporting to the Sr. Operations Manager of the departments of Molecular Biophysics & Biochemistry (MBB) and Molecular, Cellular & Developmental Biology (MCDB), the Sr. Administrative Assistant, Faculty Support and Academic Appointments provides high-level administrative and academic appointment support to faculty in MBB and MCDB and their laboratory staff. This position supports multiple faculty and lab groups and requires professionalism, discretion, accuracy, and the ability to work independently within established policies and procedures.

The Sr. Administrative Assistant provides comprehensive administrative support, including scheduling meetings and appointments, maintaining complex calendars, coordinating domestic and international travel, processing expense reports and reimbursements, reconciling Yale credit card (P-Card) transactions, procuring supplies, and responding to faculty and laboratory needs. The position coordinates recruitment logistics for prospective lab staff, including candidate scheduling and site visits. The Sr. Administrative Assistant also maintains faculty biosketches and curriculum vitae (CVs) and performs additional administrative functions incidental to office operations.

The role administers academic appointments for all postdoctoral, postgraduate, associate research faculty and other academic staff, including initial appointments, reappointments, and promotions. The Sr. Administrative Assistant serves as a principal source of information regarding established academic appointment policies and procedures in accordance with Yale’s Office of Postdoctoral Affairs (OPDA) and independently prepares, processes, and tracks appointment materials. The position manages visa-related documentation for international faculty and staff in collaboration with Yale’s Office of International Students and Scholars (OISS), ensuring compliance with university and immigration requirements.

The Sr. Administrative Assistant may also support departmental events and academic activities, including organizing seminars, arranging travel and lodging for guest speakers, reserving space, coordinating media services, and arranging catering. The role works closely with the Business Operations Team to complete financial transactions and may assist the Sr. Operations Manager with special projects or other assigned responsibilities. As a member of the faculty support team, the position provides backup coverage for other administrative staff and will perform additional duties as needed.

This is a hybrid position, with an expected schedule of four days on campus and one remote workday per week, in accordance with departmental and university guidelines.

• Strong leadership skills with the ability to ensure projects and assignments are completed in a timely manner. Ability to make independent and informed decisions, take initiative and follow‑through. Proven ability to handle sensitive and confidential information in a discrete and professional manner.
• Proven ability to assess issues, troubleshoot, and make quick judgment calls. Ability to provide recommendations to improve processes and procedures. Excellent interpersonal skills. Ability to interact effectively with multiple levels of an organization. Proven ability to work within a team of as well as with students, academic appointees, and faculty.
• Excellent organizational, written, and verbal communication skills. Detail oriented with a high level of accuracy. Ability to compose, edit and proofread memos, general correspondence, and reports. Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet routine production and projects with similar deadlines.
• Proven ability to proficiently use Microsoft Office Suite, especially Excel. Demonstrated ability to keep…